Day 2 - Accounts Payable

8/18/2019 Day 2 - Accounts Payable

1/36

SAP AG 1999

AC010 Financial Accounting and Reporting

SAP AG

AC010AC010

Financial Accounting

and Reporting

Financial Accounting

and Reporting


2/36

Accounts Payable in SAP


3/36

Accounts Payable Master Data

Accounting Transactions

Closing Procedures

Content


4/36

SAP AG 1999

SD

CO

General Ledger

FI- GL

FI- AA

FI- AP

FI- TV

FI- BL

FI- AR

MM

Balance Sheet

P&L

...

... ...

Overview Diagram: Accounts Payable


5/36

Overview Diagram: Accounts Payable


6/36



Closing Procedures


7/36


8/36


9/36 SAP AG 1999

The account group controls:

l The number ranges of the accounts,

l The status of the fields in the master record,

l If the account is a one time vendor.

C

A c c o u n t s P a y a b l e

AP

Dom.

For.

CPD

0001

...

000000-099999

100000-199999

200000-299999

300000-399999

400000-499999

500000-599999

600000-699999

AP

accounts

AP Account Groups


10/36 SAP AG 1999

0000000000

1000000000

2000000000

3000000000

4000000000

5000000000

6000000000

7000000000

8000000000

9000000000

9999999999

00

01

02

internal numbering

external numbering

internal numbering

CPD

Acc. 8000001234

8000000000-

9999999999

For.

Acc. 52563245234

4000000000-

7999999999

Dom.

Acc. 2560301438

0000000000-

3999999999

Current number

AP Number Ranges


11/36 SAP AG 1999

no vendor specific information

(no bank details, ...)

Document Document

+ other vendor specific

information (bank details, etc.)

+ vendor specific information

(bank details,...)

Account 1000 Address

Communication

Account CPD Address

Communication

Regular Versus One-Time Accounts

Name Street City

...

Language Telephone

...

Name

...

Language

...

Address Address


12/36

• Demo in SAP system

• Practise

Demo & Practise


13/36



Closing Procedures


14/36 SAP AG 1999

Enjoy Invoice/Credit Memo Entry

Templates

Header and vendor data

G/L account items

Information area

Transaction Invoice/credit memo


15/36

SAP AG 1999

06.06.2000

06.06.2000

5 000

KR

USD

Account #

IDES Company Code

I0 AP Tax Exempt

Basic Data Payment Tax Details Notes

Invoice $ 0

Isis T. Greaca

230 Sterling Ave Chicago IL 60610 United States

Transaction Transaction Balance Balance

Vendor

Invoice date

Posting date

Reference

Amount Tax Amount

Text

Company Code

Doc. type

Bank Account: 994885992

Vendor:

G/L Acct. Short Text D/C Doc. Curr . Amt Tax Code...

475000 Expense Acct Debit 5 000 I0

Debit

Debit

...



16/36

Document type for AP


17/36 SAP AG 1999

Vendor Invoice

Original Documents R/3 Documents

Customer

DZ 0000123456 Items

K R

No. 1112

Vendor

KZ

Items

1000234567

1000234567

D Z

Document Types for AP

Ref. No. 1112

G/L

G/L

Customer Payment


18/36 SAP AG 1999

01 02 03 04

05 06 07 08 09

Customers

11 12 13 14

15 16 17 18 19

31 32 33 34

35 36 37 38 39

Vendors

21 22 23 24

25 26 27 28 29

50

90 91

93 94 95 96

General Ledger

40

80 81

83 84 85 86

75

Assets

70 99

Material

89

For postings to G/L accounts

from MM

Standard Posting Keys for AP


19/36

Goods Receipt: 50 pcs

Purchase

order 123

100 pcs 10 INR/pc80 pcs 800 INR 30 pcs 300 INR

Credit Memo

Purchaseorder 123

100 pcs 10 INR/pc 50 pcs 800 INR 50 pcs 300 INR

SubsequentCredit



20/36

Clearing account

1 1000 1000 2

?

1 Invoice 10002 Credit memo 1000

Clearing Invoice/Credit Memo Entry


21/36

SAP AG 1999

February1 2 3 4 5 6 7

8 9 1011121314

16171819202122

23242526272829

293031

Open item account

2,000 5,000

Can be cleared

Check Deposit

Company

InvoiceMMM

Company

InvoiceMMMJanuary

1 2 3 4 5 6 7

8 9 1011121314

16171819202122

23242526272829

293031

1 2

CLEARING AN

ACCOUNT

POST WITH

CLEARING

3

Open Item Clearing

3,000


22/36

Outgoing payment


23/36

SAP AG 1999

Process Open Items

Document date Type Company code

Posting date Period Currency

Reference Translation date

Doc Header text

Clearing text

06.06.2000

06.06.2000

Invoice # or Cheque #

KZ/DZ

06

3000

USD

Account Business Area

Amount Amount in LC

Bank Charges LC Bank Charges

Text Allocation

Pmt. Clearing Acct #

1 000 000

Bank Data

Account

Account type

Pmt Advice no.

Dist . by age Standard OI

Auto search Other Accounts

Business Partner

D or K

Additional Selections

None

Amount

Document number

Posting Date

Others

Open Item Selection

Outgoing payments


24/36

SAP AG 1999

Vendor

8000 5000 Partial

Payment

Invoice reference

Residual

Item

Vendor

8000 5000

3000

Partial and Residual Payments

l Partial Payment

n both items remain on the account

l Residual Item

n payment term

w from cleared item

w fixed payment term

n new document referencing originals


25/36

Special G/L indicator - Downpayment


26/36

• Demo in SAP system

• Practise

Demo & Practise


27/36



Closing Procedures

O i A t P bl Cl i O ti


28/36

SAP AG 1999

Overview: Accounts Payable Closing Operations

Legal tasks Technical/organizational tasks

Block posting periods for

vendors

Open special periods for

vendors

Run balance carry forward prog.

Reconciliation

• Documents - Trans. figures

• Affiliated companies

Send balance confirmations

Evaluate response

Valuate foreign currencies

Carry out reclassification

Close special periods for vendors

Start of new fiscal year

Time line

B l C fi ti


29/36

SAP AG 1999

Balance Confirmations

Le t t e r R e p l y

Checkpo

int

Vendors

Check

listResults

table

Accounting

L i s t s

Balance confirmations

Reply

F i C V l ti


30/36

SAP AG 1999

Foreign Currency Valuation

Payables

500 USD1000 UNI

- Payables 1000 UNI

Adjustment account

Balance Sheet (loc.crcy UNI)P&L

Expense from valuation Liabilities & equity...

Vendor

500 USD1000 UNI

F i C V l ti


31/36

SAP AG 1999

Foreign Currency Valuation

Payables

500 USD1000 UNI

- Payables 1100 UNI

Adjustment account

100 UNI

Balance Sheet (loc.crcy UNI)P&L

Expense from valuation

100 UNI

Liabilities & equity

...

Vendor

500 USD1000 UNIValuation

dif ference

100 UNI

R l if P bl


32/36

SAP AG 1999

Reclassify Payables

Payables

1000 2000 RT < 1 yr

3000 RT 1-5 yr

4000 RT > 5 yr

...

- Payables

- with remaining term < 1 year 8000

- with remaining term 1-5 years

- with remaining term >5 years

AdjustmentVendors with

debit balance

RT 1-5 years

RT >5 years

...

- Receivables

Liabilities & equityAssets Balance Sheet

Reclassif Pa ables


33/36

SAP AG 1999

Reclassify Payables

Payables

1000 2000 RT < 1 yr

3000 RT 1-5 yr

4000 RT > 5 yr

...

- Payables


- with remaining term 1-5 years


AdjustmentVendors with

debit balance

RT 1-5 years

RT >5 years

...

- Receivables


1000 1000

Reclassify Payables


34/36

SAP AG 1999

Reclassify Payables

Payables

1000 2000 RT < 1 yr

3000 RT 1-5 yr

4000 RT > 5 yr

...

- Payables


- with remaining term 1-5 years 3000


Adjustment

3000

Vendors with

debit balance

3000

RT 1-5 years

RT >5 years

...

- Receivables


1000 1000

Reclassify Payables


35/36

SAP AG 1999

Reclassify Payables

Balance Sheet

Payables

1000 2000 RT < 1 yr

3000 RT 1-5 yr

4000 RT > 5 yr

...

- Payables


- with remaining term 1-5 years 3000

- with remaining term >5 years 4000

Adjustment

3000

4000

1000

Vendors with

debit balance

1000

3000

RT 1-5 years

4000

RT >5 years

...

- Receivables

Liabilities & equityAssets


36/36

Day 2 - Accounts Payable

Documents

Transcript of Day 2 - Accounts Payable